HKRS Description & Overview
Healthy Kids Running Series is a 501 (c) (3) non-profit, five-week youth running program for boys and girls Pre-Kindergarten through 8th grade, 50 yard dash to 1 mile. It is a cross country styled program. Each local race Series takes place once a week for five weeks on Sundays during the spring and fall seasons, same time, same place. We strongly encourage HKRS races to take place on five consecutive Sundays in the early/late afternoons.
Kids will run each week of the Series for a chance to earn points: 1st place = 10 points, 2nd place = 9 points, 3rd place = 8 points, 4th place = 7 points, 5th place = 6 points, 6th place = 5 points, and so on. Top 10 runners receive up to 10 points. A runner still receives 1 participation point for completing their race that day, even if they don't place in the top 10 of their division.
The last day of the Series, week 5, will be awards/ceremony week. This is where you will have to do race results on-site, hand out medals, trophies, the Healthy Kid Award and any additional certificates. All runners participating on week 5 will receive a medal as they cross the finish line. This is included with all registrations.
At the end of the entire five week Series, the top male and top female with the most points in their respective age division will receive a trophy. Programs with 125+ runners after week 1 results are submitted will receive 1st through 3rd place trophies for each division male and female. Programs with fewer than 125 runners will receive 1st place trophies ONLY for each division male and female. The number of trophies per division given to the local Series will be re-evaluated every season before ordering to see if they make the 125 participant requirement.
DeleteCoordinator Responsibilities
Specific duties include, but are not limited to;
- Initial onboarding: signing the Community Coordinator agreement, passing a background clearance, submitting a security deposit.
- Pre season: Securing a facility reservation at a local school or park, marketing and advertising the HKRS local program in schools, local businesses, and community via in person, social media, news outlets, etc., soliciting businesses for local sponsorships (try for at least 2!) and cash/in-kind donations, securing volunteers
- In season: Full event coordinating executing the five race days of the Series, twice annually (Spring and Fall seasons). Weekly communication to parents, volunteers, sponsors while the Series is going on. Allocating weekly race results for runners. Hosting award ceremony on the last week of the Series to award medals and trophies.
- Post season: Manage supply inventory, submit for financial close out, start to plan for the next season.
- Off boarding: When a Coordinator is ready to step down from the Series, HQ asks that you consider this prior to your last season. The Coordinator is responsible for making an attempt to secure a new Coordinator before stepping away from the Series. Utilizing the Series past participant database, social media, and personal acquaintances, we ask the CC to bring on a new Coordinator prior to the season they will be stepping down, help to show and train the new Coordinator on how it is done, and then proceed to step down from the program after that season.
Race Divisions
Race divisions are per age and gender (male/female) as follows:
Pre-K 2/3 Year Old - 50 Yard Dash Female
Pre-K 2/3 Year Old - 50 Yard Dash Male
Pre-K 4/5 Year Old - 75 Yard Dash Female
Pre-K 4/5 Year Old - 75 Yard Dash Male
Kindergarten & 1st Grade - 1/4 Mile Female
Kindergarten & 1st Grade - 1/4 Mile Male
2nd & 3rd Grade - 1/2 Mile Female
2nd & 3rd Grade - 1/2 Mile Male
4th & 5th Grade - 1 Mile Female
4th & 5th Grade - 1 Mile Male
6th – 8th Grade - 1 Mile Female
6th – 8th Grade - 1 Mile Male
*Coordinators may add a Challenger 75 Yard Dash Division and/or High School 2 Mile Division if they choose. See below and talk to PM for more details*
*Children are required to run in their respective age division. They are not permitted to run in a younger or older age division. Whatever age the child is on the first race date is the race they will remain in for all 5 weeks. Even if a child's birthday is mid-season, they remain within the division they were registered for at week 1.
The registration platform will not allow children under the age of 2 to register for the Series until their birth date. Once they turn 2, they are able to register for the rest of the Series.
Each division is ran and scored separately as two separate races, boys and girls. It is important to have the little runners in the 50 Yard Dash and 75 Yard Dash separated out as male and female so the staff and volunteers who are working the finish line can correctly allocate results. Dash runners will scramble all together at the finish line and are the hardest divisions to keep results for. This will help keep the race bibs in order of correct finish.
The older divisions starting at the 1/4 mile can run together male/female as one race if the Series permits because the runners are being being timed and results can be separated out. Typically older races are ran male/female together if there is low participation in one of the races. (Example - 1 mile tends to be lowest participation, and the longest distance so typically 1 milers are ran all together). The older runners will string out as they run allowing the finish line volunteers more time to manage the race results. Talk to your PM to discuss divisions.
Community Coordinators may create heats and separate divisions only if the Series has high participation numbers. Approval from HKRS National Office is required. Reach out to PM to get approval and discuss further. Please reference the Heats Criteria and Explanation Division/Heat Assignments in the Coordinator Google Drive.
Challenger 75 Yard Dash Division
Coordinators have an opportunity to add the Challenger 75 Yard Dash as an additional division to the Series, if they so choose. Please discuss this option with your Program Manager, this division will only be added upon request prior to the registration opening.
The Challenger 75 Yard Dash Division is an adaptive race for children with disabilities and special needs - they are welcome to register for this division or one within their respective age group if they choose so. This provides them an opportunity to participate with just a little extra support, we want all children to feel welcome! This division is a 75 yard dash, untimed race. It is ran right after the Pre-K 4/5 75 Yard Dash division and before the 1/4 Mile K&1st Grade division. Points, medals and trophies still apply! Parents, guardians, aides, and/or volunteers are permitted to run/walk/jog with the children too! Each child is unique in their needs. If you are not sure how to handle the requests please don’t hesitate to call your Program Manager, that is what we are here for!
High School 2 Mile Division
Coordinators have an opportunity to add the High School 2 Mile as an additional division to the Series, if they so choose. Please discuss this option with your Program Manager, this division will only be added upon request prior to the registration opening.
The HS 2 Mile Division is for anyone that is a current high school freshman-senior, ages 14-18. We welcome our HS runners! Our high school students will run a 2 mile race. This division is ran right after the 1 mile division has completed. The Coordinator will need to map out the 2 mile race for this additional division. Typically Coordinators will loop their 1 mile race.
DeleteRegistration
Review the Registration Price Chart for information regarding pricing for all registrations.
(1) Full Series Registration
Registration for the 5 week Series is $45 early bird, then switches to $50 regular pricing 3 weeks out from the first race date. All full Series registrants will receive 5 weeks of racing, a HKRS t-shirt, 5 race bibs, a medal, potential sponsor goodies, and potential winner trophy! Our goal is to encourage kids to adopt a healthy and active lifestyle, help increase their self-esteem, and make new friends!
(2) Single Race Day Registration
$20 Single Race Days are offered all 5 race days - on-site, online, and day-of race 1 hour before and up to 1 hour after the race start time. Single race day walk up registrations are only offered on-site, online, and the day-of race, one hour before the posted start time up until one hour after. Participant will receive a HKRS t-shirt and one single race bib. If the single race day runner is participating on week 5 they will also receive a medal.
(3) Upgrade Policy
Policy: Runners who register for a Single Race ($20) are eligible to upgrade to the Full Series ($50) and pay the balance of $30 through RunSignUp. Only one Single Race registration may be applied towards an upgrade (per child). Participants are advised that if they plan to do more than two races, we strongly recommend signing up for the Full Series. Please review the directions below:
Resources:
(4) Registration Assistance/Financial Aid
HKRS never wants to turn a child away. This is an organizational fund that is used for anyone that cannot afford the program, foster families, in an underserved community, etc. All they need to do is go to healthykidsrunningseries.org > click on the find a race tab > click on Registration Assistance. They will fill out basic information and then will receive an email from someone at HKRS HQ with a coupon code to use during the registration process that will comp their registration fees.
(5) Refund Policy
There are NO refunds for Healthy Kids Running Series registrations. Also, registrations cannot be deferred to another season. The parent/guardian confirms and signs the no refund policy during the registration process. This is also posted on the local Series RunSignup registration page.
Registration is non-refundable except in the case of a documented medical reason. Refunds are only accepted with a medical doctor's note. Refund requests must be submitted to the local Community Coordinator prior to week 3 of the Series. Once approved, the registration fee (less the processing fee) will be refunded in the manner it was paid. Additionally, race registration is non-transferable to other HKRS race locations, or to future seasons under any circumstance.
For Single Race Day Walk Ups, registration is non-refundable and non-transferable to other HKRS race locations, future weeks, and future race seasons under any circumstance.
Disclaimer: This policy also pertains to sponsors with coupon codes. Sponsors who already registered their child(ren) and paid the registration fee are not eligible for a refund unless they meet the criteria outlined above.
DeleteFinding a Facility
This is the most important step when you first become a Community Coordinator. It is recommended and encouraged to secure the race facility roughly 3 months prior to first race date and have registration open for at least 6-8 weeks. Registration is not opened until your request with the facility is approved and it's officially secured.
Items to note:
Our program takes place on weekends ONLY.
We aim for 5 consecutive Sundays, same time, same place.
Typically between the time 2-5pm. The actual program itself, including all race divisions, is typically completed within one hour. HKRS HQ will give you a timeline of when you can start and end the program. Ask your PM for details.
The key to finding the best location rests on:
- Enough flat, open, grassy space to accommodate the races including a straight away distance for the little ones and being able to have the one mile race without looping it several laps or going into the woods. Looping 4 laps or less is okay.
- Ample amount of parking. Potentially need parking for 100+ cars.
- Bathrooms are not a necessity, but is a bonus if possible.
- *Please no tracks. Keep it on the grass if possible. We are a cross-country inspired program.
Where to host the program:
- Schools districts (elementary, middle, high schools, private schools)
- Community parks/parks & rec/townships
- Universities/Colleges
- Churches
- Outdoor sports complexes
- Etc.
Think of open flat grassy areas, soccer fields, lacrosse fields, and grass practice fields. Coordinators should reach out to multiple locations to have a back up plan.
Contact them:
- Once a few race locations have been determined, the Community Coordinator is responsible for contacting the Director of Facilities or Director of Parks and Recreation to request the use of their property.
Resources you may need:
Facility Email Template - request 5 race dates, 1 make up race date, and around 3 hours of time.
HERE - 501 c3 non profit paperwork
HERE - general info flyer
What to request with facility:
- 5 race dates (following HQ's approved timeline - ask PM)
- 1 rain date
- 3 hours of time or more for set up, programming, and clean up.
Use the facility email template linked above to email the Facility Director(s). In your conversations with the facilities, reiterate that HKRS is a 501(c)(3) non-profit organization, this may help when it comes to pricing and taxes to use the facility. Be sure to ask for any available non-profit pricing and any discounts available to HKRS. Also mention that HKRS is self-sufficient and you will make sure the facility is clean at the conclusion of each race day. You do not need a custodian, janitor, etc. if it is not required by the facility.
What to mention or ask when reaching out to facilities:
- Who is the main point of contact?
- How do I apply?
- Is there an application or form I need to fill out?
- If so, how/where do I submit the form?
- Is there an application fee?
- Is there an application or form I need to fill out?
- Would the facility be open to a Facilities Trade Sponsorship? (Free use of the facility in exchange for sponsorship benefits).
- Is there a fee for the facility/location?
- Is the rental rate per hour or per day?
- When is payment due (if any) to secure/reserve the location?
- How is payment submitted? Check or credit card? Online, over the phone, mail?
- Do I need to attend a school board meeting, parks and rec / town council meeting?
- What is the timeline on a decision from when the application/permit is submitted?
- Does the facility need a certificate of insurance?
- Does the facility offer any non-profit pricing or discounts?
- Does the facility need proof of non-profit status? (501 c3 non profit paperwork linked above)
- Would you be able to include us in one of your mailings to families in your town? Digital promotion? Email blast?
- Would you be able to include our Series flyer at the facility?
- Are there bathrooms? Are they always open? If someone is needed, is there a custodial fee?
- Can we schedule a day soon to come out for 30 min - 1 hour to map the race course?
Does the facility require the HKRS National Office signature or can I, the Community Coordinator, sign?
Facility Payments:
Your HQ Program Manager is able to provide payment for the facility by check or credit card upon request. We aim to keep the facility expenses below $250.00 in total. If the facility fee is more than $100, HKRS encourages the CC to obtain sponsorship to offset the cost of the fee. If the expense exceeds $250.00 and/or if your facility requires an application fee in addition to facility fees, please reach out to your Program Manager for approval. Further, if the facility fee exceeds $500, the CC must have sponsorships to offset the cost of the fee. If facility fee is greater than $500 and there are no race sponsors, the net proceeds of the race will be reduced by that amount.
Certificate of Insurance:
Your HQ Program Manager is able to provide a Certificate of Insurance (proof of insurance) for the race location upon request. The facility will need to provide the name and address to be listed on the certificate and any requirements they have (example - City of Tampa listed as additionally insured). The facility will have this information and can provide it to you.
Once you have the information for a COI, send it to your Program Manager who will then request it to be created by our insurance company, they create the certificate, then your Program Manager will send you the completed Certificate of Insurance for you to send to your Facility Director for their records.
Course Mapping:
Ask your facility contact when it's okay to come out to the facility someday soon to map the race course. HKRS HQ and your PM have course mapping step by step resources and will walk you through how to map your course. This is best to be done sooner rather than later so you can create the Course Map for the Series town page on the HKRS website.
Race Course Mapping
After securing a permit or written permission from the facility, the next step will be to determine the race courses for all divisions. HQ has plenty of course mapping step by step resources for you to follow and your Program Manager will set up a time to walk you through this. Schedule a time with your PM to FT or video call so they can walk you through it.
Online resources you will need:
- Course mapping folder
- How to map cheat sheet
- Step by step - written walk through
- Watch video - video walk through of mapping your course
- Mapping conversions
- Steps and template - how to create course map for the HKRS website
Other resources needed:
- Measuring wheel - sent with your supply kit
- Comfortable shoes
- Spray paint / spray chalk (reimbursable by HQ, see supplies section below)
How do you measure the race course?
Watch the video, and use the step by step walk through linked above.
You will be walking the race course ‘backwards’ or in 'reverse' from the finish line using your measuring wheel to identify each of the 5 starting lines.
First step, pick your finish line. You want this to be towards the end of one side of the field and in the middle of that side. This is where everyone is going to gather and where all runners will complete their race. The more parents can monitor and keep their runner in their eye sight, the better. HKRS does not permit a course to be entirely through the woods or hidden from view as it makes cheering and spectating for parents nearly impossible and it becomes a liability for us when children are out of sight.
For the 50/75-yard dash you need it to be a relatively flat, straight away distance in the grass. HKRS races are not run on a track as this is a cross country inspired program.
Once you've picked your finish line, you put the measuring wheel down on the ground where you want your finish line to be, make sure the measuring wheel is cleared to show "0000". Use the spray paint to draw your finish line about 15 feet long.
Now, start walking straight ahead of you with your measuring wheel. The measuring wheel will start to count the number of feet you are walking. You are going to use the mapping conversions linked above that tell you exactly how many feet you need to walk to get each start line for all 5 divisions.
Example: You start walking with your measuring wheel at the finish line and walk straight. You keep walking with your measuring wheel until you hit 150 feet for the 50 yard dash. Once 150 appears on the measuring wheel, you stop and spray paint the start line exactly where you are at (150 feet away from the finish line). You can make the start line as long as you'd like. Recommended - 15 feet long. You then keep walking straight until you hit 225 feet. This is going to be your 75 yard dash start line. Stop, spray paint the line.
Now keep walking! You are going to take it a little further straight until you get to the end of the opposite side of the field from the finish line, then start to turn to go towards the outter edges and permitter of the field. You can go left or right, does not matter.
Now you are going to walk the perimeter of the field around until you hit 1,320 feet for the 1/4 mile start line. Once you get to 1,320 feet on your measuring wheel, you stop, spray paint your 1/4 mile start line. Keep walking! You will continue to walk around the outter edges of the field until you hit 2,640 which is the 1/2 mile distance. Stop to spray paint your start line for your 1/2 mile, then keep going! You will continue to walk until you finally hit 5,280 feet for your 1 mile start line. All done!
*Keep in mind how many loops you are doing, if any, when walking the permitter so you can include that in your description for your course map.
*Returning programs - you are able to keep the previous race location and race course, or keep the same location and re-map the course OR find a new location and map a new course, up to you. Speak with your PM if you have any questions.
How to create the course map:
Use THIS step by step template to create your course map.
It is required to use the HKRS template above to follow brand guidelines for the HKRS website.
*This is an example of what a local Series course map looks like. This will be posted to the Series town page on the HKRS website for families, volunteers, and sponsors to see.
DeleteSupplies
HKRS provides each local Series a race supply kit, a Coordinator polo, runner t-shirts, volunteer t-shirts, medals, and trophies.
Any supplies or materials not listed below must be pre-approved by the Series Program Manager if you wish to be reimbursed.
All materials are property of HKRS and remain with the Series. When a Coordinator steps down, all supplies must be passed onto the new Coordinator to continue programming or returned to HQ, including items purchased and reimbursed by HQ.
Listed below are the supply kit items. Below the supply kit you will find additional supplies details for items outside of the race kit.
Supply Kit
Reference the Supply Kit Checklist
- Coordinator Polo Shirt – Should be worn when promoting the Series, at packet pick up and on Race Day to distinguish the Community Coordinator.
- HKRS magnets (50) – Included for brand new Series only. To be distributed for the purpose of marketing a new Series. Returning programs can purchase additional magnets from an outside vendor with HQ approval and be reimbursed with the Series Marketing Money, if applicable.
- Measuring wheel – Used for measuring the local race course
- Division signs – Should be held up by volunteers so that children can gather for their division to stretch and then be lead by the volunteer to the correct start line (PreK 2/3, PreK 4/5, K/1, 2nd & 3rd, 4th & 5th, and Middle School)
- Registration Signage – (1) ‘Pre-Register’ sign and (1) ‘Register Here’ Sign
- Step-in stakes (12) – Used for creating the finish line chute and finish line runway up to the 50 yard dash
- Pennant flags (250 ft) – Used for creating and lining the finish runway into the finish line chute up to the 50 yard dash
- Finish Line Ribbon– To be held by volunteers at the finish line for runners to run under
- Training discs (100) – Used to cone the course, mark corners, turns, etc.
- Air horn – For starting the 1/4, 1/2, 1 mile races
- Megaphone (with batteries) – For making on-site race announcements
- Stopwatch – Used for timing as runners in the 1/4, 1/2, and 1 mile races
- Clipboards (3) – (1) used to record times at the finish line, (2) for registration table or other
- Pens (1 box) – For writing & recording times, and to have at the registration table
- Permanent Markers (1 box) – Have some at the registration table for parents to fill out race bibs, give one to finish line/bib tearer in case bibs are not filled out at finish line.
- First aid kit – Ice packs, antibiotic ointment, bandages, etc.
- Book Rings – Used to organize and keep the torn off race bibs in the correct finish order of each division.
- General Office Supplies (varies) - Scissors, trash bags, etc.
- Rain Ponchos (up to $20) - For volunteers to wear on rainy days. #WeRunInTheRain
- Supply Kit Replenishments - Supply kit items are always available for reorder for the purpose of replenishment or replacement. All orders must be placed through the Series’ Filemaker Dashboard and approval is at the discretion of the National Office.
Additional Supply Details:
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Items not in race supply kit, but you may need/ we recommend: - The items below are not sent in the supply kit, but are recommended for CC’s to purchase and submit for reimbursement. These purchases will be a Series expense and will be listed on the Series Profit and Loss Statement at the end of the season.
- Spray paint or chalk(up to $40.00) - used for course marking (if allowed by facility). Coordinators may be reimbursed up to $40 per season.
- Folding Tables (up to 2 $100.00 total) - used at the registration area for flyers, race bibs, safety pins, pens, t-shirts, etc. Coordinators may be reimbursed up to $50.00/table or $100.00 total.
- Storage Bins (up to 2 - $60.00 total) - used to transport and store HKRS equipment. Coordinators will be reimbursed up to $30/tote for up to 2 totes.
- Medal Yard Sign Stakes (around $3-$5 a stake) - If you would like to purchase medal yard sign stakes for the Division Signs & Registration Signs, you are welcome to do this. HKRS does not send these with the supply kit. (Example - Medal Stakes (amazon))
- Walkie Talkies (around $10/ walkie) - If you would like to purchase walkie talkies to help with race day facilitation you can for up to $10/walkie, up to 6 walkies max.
- Cord Storage Wheel (1 wheel, up to $16.00) - If you would like to purchase a cord storage wheel to help keep the colored pennant flags organized, up to $16.00.
- Flyer Sign Holder (up to 2 - around $6-7 each) - 8.5" x 11" acrylic sign holder used to display the Series flyers at the registration area
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Wagon for supplies (up to $90)- If you would like to purchase a wagon to put in supplies for course setup Coordinators may be reimbursed up to $90 once.
Bag for stakes (up to $30) - If you would like to purchase a bag to put in step in stakes for course setup Coordinators may be reimbursed up to $30 once.
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T-shirts, Medals, &Trophies - These items are not sent in starter kit, but are sent by HKRS National Office based on the Series race dates each season.
- T-shirts are ordered 15-20 days out from the first race date and arrive by the Wednesday or Thursday leading up to the first race. This includes the registrant's shirts and volunteer shirts. Open the box, organize shirts by size and count all t-shirts.
- Trophies are ordered after the first race date, once week 1 results have been submitted. Submit week 1 results asap! They will arrive week 3 or 4 leading up to the last race. Open the box, check the inventory for damages, count all trophies.
- Medals are ordered 2 weeks after the first race date. They will arrive around week 4 leading up to the last race. Open the box, check the inventory, count all medals.
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Race Bibs - Secure a Race Bib Sponsor
- Race bibs are not automatically ordered for the Series by HKRS HQ.
- This gives a local business the benefit of being the Race Bib Sponsor and helps to cover this expense.
- See below for Bib Sponsorship details.
- Any other supplies or materials not listed above must be pre-approved by the Series Program Manager as a Series expense or Marketing Money expense. Please ask before making any outside purchases if you wish to be reimbursed so we can help you!
Please consult with your tax advisor about writing off non-reimbursable expenses against your 1099-misc revenue. Non-reimbursed materials purchased and paid for by the independent contractor, remain the property of the independent contractor.
Financials/Expenses
Compensation
The Community Coordinator will receive 50% of the Series net proceeds as a stipend. This includes revenue generated from registrations and local cash sponsorships, minus the Series fixed and variable expenses. Regional and National Sponsorships secured by HKRS Headquarters are not factored into the local net proceeds. Also, please keep in mind, the Series first season has the largest costs because of the Supply Kit provided.
Once the Community Coordinator has completed the season, they are required to submit the close out ticket via MYLES. Once that is submitted, they will receive communication from HQ announcing close out date. They will receive the Series financial statement within 21-30 business days from the close out date. Once received, Coordinator approves the financial statement by stating, "approved" and mailing address. The check is then cut and mailed to Coordinator.
1099's for taxes are processed in January of the following year. The Coordinator would have had to received $600+ for the entire year in order to receive this.
SERIES EXPENSE REIMBURSEMENTS
Series expenses are recognized as necessary items for the Series to run successfully that HKRS National Office can allow for each program.
Coordinators should always ask their Program Manager prior to purchasing any items to confirm it can be reimbursed.
Once approved by HQ, CC can make the purchase, then submit a Financial Reimbursement Ticket in Service Desk prior to the end of the season so it will be reflected on Series' financials. HKRS National Office will reimburse the CC for 100% of the cost and allocate the expense on the Series' P&L, which is a 50/50 net profit share.
Once items are expensed, the materials become property of HKRS and remain with the Series.
**Full List of Series Expenses**
Reimbursable items not included in supply kit, but are eligible for reimbursement:
- Spray paint or chalk(up to $40.00) - used for course marking (if allowed by facility). Coordinators may be reimbursed up to $40 per season.
- Folding Tables (up to 2 $100.00 total) - used at the registration area for flyers, race bibs, safety pins, pens, t-shirts, etc. Coordinators may be reimbursed up to $50.00/table or $100.00 total.
- Storage Bins (up to 2 - $60.00 total) - used to transport and store HKRS equipment. Coordinators will be reimbursed up to $30/tote for up to 2 totes.
- Medal Yard Sign Stakes (around $3-$5 a stake) - If you would like to purchase medal yard sign stakes for the Division Signs & Registration Signs, you are welcome to do this. HKRS does not send these with the supply kit. (Example - Medal Stakes (amazon))
- Walkie Talkies (around $10/ walkie) - If you would like to purchase walkie talkies to help with race day facilitation you can for up to $10/walkie, up to 6 walkies max.
- Cord Storage Wheel (1 wheel, up to $16.00) - If you would like to purchase a cord storage wheel to help keep the colored pennant flags organized, up to $16.00.
- Flyer Sign Holder (up to 2 - around $6-7 each) - 8.5" x 11" acrylic sign holder used to display the Series flyers at the registration area
- Wagon for supplies (up to $90)- If you would like to purchase a wagon to put in supplies for course setup Coordinators may be reimbursed up to $90 once.
- Bag for stakes (up to $30) - If you would like to purchase a bag to put in step in stakes for course setup Coordinators may be reimbursed up to $30 once.
- Office Supplies (varies) - Scissors, trash bags, etc.
- Rain Ponchos (up to $20) - For volunteers to wear on rainy days #WeRunInTheRain
Items that are not reimbursable as a Series expense include, but are not limited to: snacks, fruit, drinks, giveaways, poster boards, yard signs, volunteer gifts, marketing materials, etc. If you have a question, please ask your Program Manager for most up to date information.
Please consult with your tax advisor about writing off non-reimbursable expenses against your 1099-misc revenue for tax purposes. Non-reimbursed materials purchased and paid by the independent contractor remain the property of the independent contractor.
Marketing Money Expenses
Marketing Money: Folder
Marketing Money: Item List
Marketing Money is the Series’ local development fund that comes from cash donations to the local Series either through the HKRS website, check mailed, or during the online registration process. Marketing Money is SEPARATE from the Series' financials and does not appear on the profit and loss statement. Marketing Money is restricted funds to help grow and develop the local program.
A Series accumulates “Marketing Money” through donations from families during the RSU registration process, or cash donations made online on the HKRS website or mailed to the National Office via check. These cash donations can also be “dining for dollars” where a restaurant donates a portion of the proceeds to the local Series.
Coordinators may not collect the money directly, it needs to be processed through the HKRS National Office. Funds are updated and tracked in the Filemaker Dashboard. Coordinators may purchase marketing materials with HQ approval and receive reimbursement up to the total of the item or the amount in the “Marketing Money".
After receiving HQ approval, the Coordinator can make the purchase then submit the Financial Reimbursement Ticket in Service Desk for reimbursement.
Coordinators will not be reimbursed for items that are not approved by HQ, also when Marketing Money is not available. Advance payments are not permitted.
Coordinators can find their marketing donations total of their Filemaker Dashboard.
Please note: All reimbursed Marketing Money items become property of HKRS and remain with the Series. These are not eligible for re-sale between Coordinators.
Race Bibs
Secure a race bib sponsor! This is the easiest sponsorship to sell. It is typically half the price of our $300 cash sponsorship and they receive more benefits. This is an opportunity they won't want to pass up!
Resources:
- Race bib sponsor folder
- Bib sponsorship one pager
- All about race bib sponsorship (for CC's)
- Step by step instructions - email to sponsor!
Items to note:
- Bib sponsors should be secured at least 4 weeks prior to the first race date.
- Orders take 21 days for processing and shipping.
- Bibs are printed with the pre-designed HKRS race bib through our third part company, Boulder Bibs. The provided website will allow the race bib sponsor to place the order for bibs and pins, allowing them to add their logo onto the pre-deigned HKRS race bib, and then to process payment.
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The bib sponsor is responsible for:
- Submitting the Sponsor a Race Form on our website to confirm their sponsorship with HQ.
- Then placing the order and making the payment online via Boulder Bibs.
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The Coordinator is responsible for:
- Sending the bib sponsor the step by step instructions.
- Communicating to bib sponsor:
- How many race bibs to order.
- How many boxes of safety pins to order (1 box=1,440 pins. You give 4-6 pins/runner).
- Make sure they order safety pins!
- Your shipping address so the order can be mailed to you.
- Set a date for Packet Pick Up - held at the bib sponsor's location if possible, the Friday or Saturday before the first race.
- Brand new Series? Recommended to order 750 race bibs, and 1 box of safety pins.
- Returning Series? You need at least 5 bibs per projected runners and at least 1 box of safety pins. (Example - if you're projected to have around 200, order 200 x 5 = 1,000 bibs and 1 box of pins).
- Bibs can be used in future seasons. It is worth it to have extra than to run out! People will forget, they need a new one, etc. Having extra is always good!
- Ask your Program Manager if you have any questions and would like a recommendation!
How to place the bib order:
- Make sure you send your bib sponsor the STEP BY STEP INSTRUCTIONS.
- The bib sponsor will go to: https://www.boulderbibs.com/collections/healthy-kids-running-series to place the order for bibs and safety pins, following along the step by step instructions.
- Make sure as the Coordinator you told them how many race bibs, how many boxes of safety pins, and your mailing address.
- Sponsor will make the payment via credit card to Boulder Bibs through the website. Total cost may vary due to shipping costs.
- Remember to double check that pins have been ordered!
Bib sponsor benefits include the following:
- Logo on pre-designed HKRS Race Bibs via Boulder Bibs
- Sponsor may provide signage to be displayed at all (up to 5) races
- Logo on town page on HKRS website, registration page, and promotional flyer
- Opportunity for sponsor shout out on local social media pages
- Distribution of sponsor-provided coupons, giveaway items, and/or promotional materials
- Vendor space for all (up to 5) races, sponsor to provide table, chair, tent, etc.
- Promotion of partner codes, sales, specials, events via social media, and email blasts to Series database
- Three (3) free Series registrations (registrations are non-transferable and cannot be applied to existing registrations)
Flyers
Overview
One of the most important aspects of being the local Community Coordinator is to promote and market the Series in your area. This portal is specifically designed for HKRS users by Pica9 and is not a normal Staples portal.
Registration flyers are created by the Community Coordinator through the HKRS Staples Portal and are used for promotion, advertising, and registrations. These are to be placed around town in local community areas so parents, kids, sponsors, volunteers, can get the Series information and register.
How to access:
-
Go to: https://staples-hkr.pica9.com/
cd/login/index - Click: "Don't have an account? Click Here".
- Create an account with your personal email address. Your Program Manager will approve your account.
- Follow: Step by Step for how to create & order flyers each season.
-
Types of flyers:
-
Full Page Registration Flyers – Required each season
- A full page Registration Flyer. Coordinator responsible for editing the flyer to have local Series information, local sponsors, and RSU QR code for easy sign up and registration. Flyer template and national sponsors are prepopulated and required.
- Minimum requirement is 350 flyers.
-
4 Up Flyers – optional
- An additional Registration Flyer that is a quarter of a page. These quarter page flyers are good for smaller places to advertise.
- Minimum is 30 pages, so you'd have 120 quarter page flyers.
-
Spanish Flyers - optional
- A full page Registration Flyer that is translated for Spanish speaking communities.
Where to hand out flyers?
- School districts - request that your local public and private schools send home a flyer with students; this typically requires permission from the principal, but has been the most successful option for all towns who receive permission.
- *If they request a disclaimer you can add whatever they need it to state to your flyer in the HKRS Staples Portal. If you need a specific flyer (i.e. no logos) created per request of the school district/township, please speak with your Series Program Manager.*
- If you have access to a Cub Scout, Girl Scout, little league or other e-mail address lists, send the flyer to all participants via email – this is the 2nd best option! Some school districts have email lists in certain places. See if it’s possible to access that list and use it to your benefit.
- Post flyers at local libraries, supermarkets, daycares, running stores, gyms, karate, gymnastics, dance studios, etc.
- Ask local Churches to post HKRS information in their weekly bulletin driving people to the Series RSU website.
- Email your friends information & the website link and ask them to forward it on too and share it on social media.
- Ask a running store to be a sponsor of the Series – encourage them to email their database.
- Send a News Release (HKRS Media Folder in Drive) to your local newspapers.
- Inquire about leveraging your facilities’ resources (i.e. marquee/sign, newsletter, etc.)
- Approach other local races (adult or kids races) and try and get your HKRS flyer in their race bags and you can do the same for them.
- * DO NOT share the HKRS participant database with anyone!
Additional General Flyers:
- All other general flyers live in your CC Drive > Flyers folder.
- General info flyer
- Healthy Kids Promise
- Volunteer flyer
- Challenger division flyer
- Sponsor a race flyer
Sponsorship/Donation Resources
Overview:
Sponsorships not only bring the fun to the race day experience, but also help to offset Series expenses and give great benefits and promotion to local businesses. The more sponsors you secure, the more successful the Series will be.
Sponsor involvement accomplishes multiple things: it provides a community event feel on race day, provides many benefits to the sponsor for their business/organization promotion, gives the sponsor an opportunity to give free goodies to participants/parents, offsets expenses, and provides a better on-site experience for parents. If there is anything we know for certain, all kids enjoy free giveaways!
*Coordinators are encouraged to get 1 Race Bib Sponsorship and 2 Paid Cash Sponsorships each season.
Resources:
- Sponsorship Resources Folder
- Sponsorship Benefits & Packages
Sponsor Application
- All sponsors are required to submit the Sponsor a Race form on the HKRS website.
- Sponsors can visit www.healthykidsrunningseries.org/sponsor-a-race to submit their form. They may pay via credit card or select to mail a check to the National Office.
- They need to submit important information for the National Office to allocate their benefits properly and so they can submit their form of payment.
- Once the sponsor completes the Sponsor a Race Form, the HKRS National Office Sponsorship Manager gets notified. This information is then manually entered into the Series' Filemaker Dashboard between 3-5 business days for the Coordinator's reference.
Sponsorship/Donation Options
-
Paid Sponsors
- $300 Single Season Paid Sponsor
-
$550 Two Season Paid Sponsor - save $50 for being an annual sponsor and receive benefits for two seasons. Must be paid in full prior to the first season.
-
Benefits:
- Color logo prominently displayed near the finish line for all (up to 5) races on an 18”x24” coroplast double-sided sign – produced by HKRS, sponsor to supply vector logo
- Sponsor may provide additional signage i.e. banners
- Logo on town website, registration page, and promotional flyer
- Opportunity for sponsor shout out on local social media pages
- Distribution of sponsor-provided coupons, giveaway items, and/or promotional materials
- Vendor space for all (up to 5) races. Sponsor to provide table, chair, tent, etc.
- Promotion of partner codes, sales, specials, events via social media, and email blasts to Series database
- Three (3) free Series registrations (registrations are non-transferable and cannot be applied towards existing registrations)
-
Benefits:
-
Trade Sponsors
-
Race Bib Trade Sponsor - Sponsor agrees to provide Healthy Kids Running Series with five race bibs per runner ordered through our third-party vendor, Boulder Bibs.
- Description: Sponsor purchases race bibs directly through the HKRS race bib vendor, Boulder Bibs, by ordering online at https://www.boulderbibs.com/collections/healthy-kids-running-series. Sponsor will upload their logo to the HKRS template bib through the website. Logo must be uploaded directly to Boulder Bibs. The logo submitted to HKRS through the sponsorship form will not transfer to Boulder Bibs. Orders must be delivered two weeks prior to the first race date and delivered to the local Community Coordinator either via mail or in person. Sponsor works with the local Community Coordinator to determine the quantity of bibs needed.
-
Benefits:
- Logo on pre-designed HKRS Race Bibs via Boulder Bibs Sponsor may provide signage to be displayed at all (up to 5) races
- Logo on town website, registration page, and promotional flyer
- Opportunity for sponsor shout out on local social media pages
- Distribution of sponsor-provided coupons, giveaway items, and/or promotional materials
- Vendor space for all (up to 5) races, sponsor to provide table, chair, tent, etc.
- Promotion of partner codes, sales, specials, events via social media, and email blasts to Series database
- Three (3) free Series registrations (registrations are non-transferable and cannot be applied to existing registrations)
-
Registration Sponsor
- Description: Sponsor agrees to support registration for a predetermined number of runners (minimum of 5) valued at $50 per runner.
-
Benefits:
- Sponsor-specific coupon codes for all registrations
- Sponsor may provide signage to be displayed at all (up to 5) races
- Logo on town website, registration page, and promotional flyer
- Opportunity for sponsor shout out on local social media pages
- Distribution of sponsor-provided coupons, giveaway items, and/or promotional materials
- Vendor space for all (up to 5) races, sponsor to provide table, chair, tent, etc.
-
Media Trade Sponsor
- Description: Agrees to provide Healthy Kids Running Series with mutually agreeable digital, print, promotional, design or media services, etc. roughly equal to or greater than $300 in value in exchange for a single season sponsorship. Examples include: newspapers, magazines, TV stations, online community/parent groups, MacaroniKid.com, Patch.com, etc.
-
Print Trade Sponsor
- Description: Agrees to provide Healthy Kids Running Series with the Community Coordinator’s mutually agreed upon print services roughly equal to or greater than $300 in exchange for a single season sponsorship. Examples include: flyers, event signage, banners, Card My Yard, etc.
-
Entertainment Trade Sponsor
- Description: Agrees to provide Healthy Kids Running Series with mutually agreeable entertainment services roughly equal to or greater than $300 in value exchange for a single season sponsorship. Examples include: photographers, DJ’s, face painters, photo booth, etc.
-
Facilities Trade Sponsor
- Description: Agrees to provide Healthy Kids Running Series with mutually agreeable facility rental/permit for the five weeks of the event Series in exchange for a single season partnership. Facilities Trade Sponsorship includes three (3) free Series registrations. (non-transferable, cannot be applied to existing registrations)
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Presenting Trade Sponsor
- $800 SINGLE SEASON PRESENTING SPONSOR - PER LOCATION
- Named as “Presenting Sponsor” of Series for one season
- Maintains exclusivity for sponsor business category throughout duration of sponsorship
- Color logo prominently displayed on front of Series t-shirts with “Sponsored by”*
- Color logo prominently displayed near the start and finish line for all (up to 5) races on two (2) 18” x 24” coroplast double-sided signs - produced by HKRS, sponsor to supply vector logo
- Sponsor may provide banners and/or additional signage
- Logo on town website, registration page, and promotional flyer
- A minimum of one sponsor-specific email (per season) sent from HKRS to Series participant parents with promotional or information content provided by sponsor
- Sponsor to receive periodic mentions on Series social media pages
- Distribution of sponsor-provided coupons, giveaway items, and/or promotional materials
- Vendor space for all (up to 5) races per season. Sponsor to provide table, chair, tent, etc.
- Promotion of partner codes, sales, specials, events via social media, and email blasts to Series database
- Five (5) free Series registrations (registrations are non-transferable and cannot be applied toward existing registrations or future events.)
- *Presenting Sponsorship must be secured no later than six weeks before the first race date to ensure adequate time for t-shirt printing. Exact design may vary.
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Race Bib Trade Sponsor - Sponsor agrees to provide Healthy Kids Running Series with five race bibs per runner ordered through our third-party vendor, Boulder Bibs.
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Donations
-
Overview: Healthy Kids Running Series is a 501 (c) 3 nonprofit organization (Tax ID: 80-0779739) and therefore contributions are deductible as permitted by the Internal Revenue Service. All checks can be mailed to the National Office or payment submitted via Sponsor a Race Form. Healthy Kids Running Series 602 Chadds Ford Drive, Suite 300 Chadds Ford, PA 19317
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Cash Donation
- Cash donations can go to support one of three different initiatives:
-
Local Program/Marketing Fund: Donations are earmarked to expand and improve a specific local
HKRS program. Find the donation link on the local program website.
Registration Assistance: Donations are used to subsidize registration for families in need of support and bring new HKRS programs to underserved communities. Find the donation link on the local program website.
National Program: Donations go to support HKRS national operations, spreading the HKRS mission to even more communities across the country, www.healthykidsrunningseries.org/donate/.
-
Local Program/Marketing Fund: Donations are earmarked to expand and improve a specific local
- Cash donations can go to support one of three different initiatives:
-
In-Kind Donation
- Healthy Kids Running Series accepts mutually agreeable items to be distributed at the local race series such as:
- Kid-friendly branded merchandise and giveaways
- Healthy food, snacks, and drinks (e.g. water, fruit)
- All items must be approved by the local Community Coordinator before drop-off and distribution
arrangements can be made. No items are permitted to be distributed at races without prior approval.
In-kind donors may provide a table sign to be displayed with the donation
- Healthy Kids Running Series accepts mutually agreeable items to be distributed at the local race series such as:
-
Overview: Healthy Kids Running Series is a 501 (c) 3 nonprofit organization (Tax ID: 80-0779739) and therefore contributions are deductible as permitted by the Internal Revenue Service. All checks can be mailed to the National Office or payment submitted via Sponsor a Race Form. Healthy Kids Running Series 602 Chadds Ford Drive, Suite 300 Chadds Ford, PA 19317
Sponsor Examples
When securing sponsors, HKRS recommends targeting the following local companies as historically they are most likely to get involved:
Running Store |
Dentist |
Orthodontist |
Karate |
Car Dealership |
Bank |
Physical Therapy |
Gymnastics |
Hospitals |
Insurance Companies |
Toy Stores |
Dance Studios |
Family Fun Center |
Health Stores |
Hair Salons |
Realtors |
Pediatricians |
Sports Stores |
Podiatrist |
Swim Schools |
Companies DO NOT need to be a paid sponsor to donate free items! Anyone can donate cash or give an in-kind donation. They will not receive full sponsor benefits, but at least you can help them spread awareness about their company!
DeleteVolunteer Resources
Overview:
Volunteers are a critical part in making HKRS successful. On race day the job of the Community Coordinator is to oversee the volunteers and be the point of contact. Successful volunteers are responsible and trustworthy individuals, especially those with an interest in running.
We’ve found students at colleges and universities are happy to get involved as well as high school students in National Honor Society, interact community service club, track & cross-country teams, other sports teams, or any volunteer organizations either in high schools or colleges, etc. Other great options are local adult running clubs, local community groups, etc.
Resources:
Volunteer Shirts:
HKRS National Office sends you an order of volunteer t-shirts that arrive with your participant shirts. They are bright green and come in a variation of sizes.
On race day, bring your green volunteer shirts to have your volunteers wear them that day. They can pick from whatever size. It is good to recycle the volunteer shirts so you can use at each race. The bright green shirts are most important for the finish line chute area for the pre-k dash races. It is a safety precaution and helps identify who should be in the finish chute. If volunteers will not be returning, try to gather the shirts at the end of the day, and you can wash them for next week. They can take the shirt home on week 5 if you choose.
If you need more volunteer shirts, you can place an additional t-shirt order through your Filemaker Dashboard, minimum order is 10 shirts.
Volunteer Gifts:
HKRS National Office will not reimburse Coordinators for volunteer gifts as a Series expense. You are welcome to give them the volunteer shirt at the end of the Series.
If the Series has Marketing Money (check the balance in Filemaker > Marketing Materials tab), then you can purchase volunteer gifts and be reimbursed with the Series marketing money, up to $10/volunteer.
Volunteer Letter:
Being a 501 c3 non profit organization, HKRS is able to provide community service hours to students.
The Community Coordinator can print and fill out the Volunteer Letter for community service hours for volunteers. Volunteer hours can be applied towards National Honors Society, college applications, volunteer service groups, etc.
Volunteer Positions & Instructions
Suggested: 8 or more Volunteers - Reference the Volunteer Positions/Instructions
(2+) Registration Table
- Positioned at registration tables
- Help with walk up registrations / sign up
- Use QR code on Series Race Flyer (created by CC through Staples) for Full Series and Single Race sign ups
- Price Chart
- Help registrants that are already signed up to collect their items - hand out participant's t-shirt, 5 race bibs, safety pins, sponsor goodies
- Make sure race bibs are filled out with permanent marker
- Direct families to start lines/finish line/bathrooms/etc
- Answer questions
(1) Race Bib Tearer
- Positioned at the end of the Finish Line Chute
- Once runners cross the finish line, tear the runner's bottom portion of the race bib
- The race bib should already be filled out by the parent, prior to the race, in permanent marker
- Keep a sharpie with you in case it is not filled out, you can try to write their name down so you know for results
- Keep torn bib pieces in order of finish
- Once division is complete, wrap all torn bib pieces together with a rubber band or put on a book ring. You will need this for results later
(1) Start line Volunteer
- Positioned at the start line
- Say, on your mark...go!
- Check the participant’s race bibs ensuring they have one on the front of their shirt and it is completely filled out
(1) Race Timer AND (1) Race Recorder
- Positioned at the start & finish line for Kindergarten through 1 Mile divisions ○ Pre-K divisions are NOT timed. Kindergarten - 1 Mile ARE timed.
- Race Timer will use the stopwatch to shout out times to the race recorder
- Race Recorder will record the times on the Timing Sheet
-
How these positions work:
- When the Kindergarten division is up - Timer & Recorder go to the start line, wait for the Starter Volunteer to say ‘on your mark, go!’
- Timer starts the stopwatch. Both Time and Recorder get back to the finish line and wait for runners to cross the finish line
- Timer will shout out the runner finish times for the Recorder to write down in order on the Timing Sheet. You can also use a sheet of paper or notebook if preferred.
(1-3) Finish Line Chute Volunteers
- Positioned in the Finish Line area
- To make sure runners are in single file in correct order as they cross the finish line. (Specifically for Pre-K’s 2-5 years old)
- Timer & Recorder can help with this prior to the Kindergarten division start since Pre-K is NOT timed and they tend to scramble!
(1-2+) Course Marshals
- Positioned along the course
- For directing runners in the right direction on the course, making sure runners stay within the cones
- Ensure runners following the Code of Conduct
- Cheer and encourage runners
(1+) Stretching Volunteers
- Reference Stretching Guide
- Positioned off to the side on the field
- You can do one big group stretch before the program starts, or do it by divisions before they get to their start line, up to you!
- Sometimes if the day is going fast, you may not get to stretch the kiddos beforehand!
(1+) Photo/Video (optional)
- Have someone take photos and videos of race day
HKRS Platforms Overview
Description:
- This is an overview of all the HKRS accounts, platforms, and resources you should be connected to and have access to as a Community Coordinator. The connection to these accounts is sent by your Program Manager via email after you have completed the agreement, background check, and security deposit steps.
Resources:
Platform Table of Contents
1. Coordinator How to Manual
2. CC Google Drive
3. MYLES
4. Facebook
5. HKRS Email (IONOS)
6. Filemaker
7. RunSignup
8. HKRS Staples Portal
9. Series Town Page (HKRS website)
Platforms:
CC How to Manual (overall Coordinator guide)
About: This is the ultimate guide to being a Community Coordinator. Read through it to understand all aspects of a Community Coordinator’s responsibilities.
CC Google Drive (online resources)
-
About: This gives you access to all online resources you will need as a Coordinator.
For example: administrative items, email templates, how-to's and videos, race day resources, volunteer resources, sponsorship resources, social media images and more!
Link: Coordinator Google Drive (bookmark it to your computer for later!). You can download the Google Drive app to access it on your phone
Access: You were sent a Google invitation to your personal email address to connect.
MYLES (communication with HQ / entering weekly runner results)
About: MYLES is used to communicate with your Program Manager & the National Office as tickets. This is also how you will manage and publish weekly race results for the Series each of the 5 weeks.
Link: Go to app.healthykidsrunningseries.org to access it. You can also download HKRS MYLES from your app store.
-
Access: Invitation sent via email to create your account with Microsoft from the Program Manager. The email will say 'Microsoft on behalf of Healthy Kids Running Series'. (The invite expires in 24 hours). You should have accepted the invite & created your account with Microsoft using your personal email address.
Filemaker (hub of the series)
About: Filemaker reflects information regarding the Coordinator, race details, sponsors, supplies, shipping & tracking, ordering additional supplies, access to links to other HKRS platforms, and more. The race and sponsor info gets pulled from Filemaker onto the HKRS town page for families.
Access: Account credentials sent by the Program Manager
HKRS Email (IONOS)
About: HKRS gives each Series an HKRS email. You may use this to email participants, sponsors, volunteers, HQ, etc.
Link: https://mail.ionos.com
-
Access: Account credentials sent by the Program Manager. This is set up to forward to your personal email address. If you're going to reply from your personal email address, you need to make sure to REPLY ALL. If not, you can simply log into Ionos and use it normally.
RunSignup (registration database / email/track runners & volunteers)
About: RunSignup is the registration database where all families will register for the Series and also where volunteers can sign up. There will be a front facing webpage for families and volunteers to register. As the CC you will be connected to the back end to access participant info, email runners & volunteers, manage your volunteer sign up page, add sponsor logos, download reports, etc.
Link: Runsignup.com
Access: Go to RunSignup.com and create an account with your personal email address. If you already have an account with RunSignup - let HQ know and we can use that to connect you.
HKRS Staples Portal (flyers portal)
About: This is our portal where you will create and order the Series’ flyers.
Access: Create an account with our HKRS Staples Portal with your personal email address. Click: "Don't have an account? Click Here". Your Program Manager will approve your account.
Facebook (marketing)
About: Facebook is to be utilized by each local Series for promotion, marketing, advertising, and communication to the Series families.
Access: Friend request your Program Manager. You will be invited to the National Community Coordinator Group, please accept. You will also be invited as 'Editor' to the HKRS FB Page, please accept.
Additional steps:
Check out HKRS West Chester, PA (our founding race!) to see example posts: https://www.facebook.com/healthykidswcpa
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Introduce yourself as the New Coordinators on the Series FB page!
Example Post: CC Introduction
HKRS Town Page (race info)
About: This is your HKRS Town Page on the website! Each local Series gets their own specific page on the website for families to find local race information, local coordinator information, can click to register once registration is open, etc.
Access: Go to: healthykidsrunningseries.org > Find a Race > search by state or zip code.
MYLES (Overview/Create Account)
Overview
MYLES is a mobile application used for submitting tickets to the National Office and managing the local Series' weekly race results in season.
To access MYLES, you will need to accept an email invitation sent from your Program Manager. Once accepted and you create your account, you can then login to MYLES by going to https://app.healthykidsrunningseries.org/ OR searching "HKRS MYLES" in your app store to download the app to your mobile device. See instructions below on how to get connected.
We require that all CC’s use MYLES for weekly race results and submitting tickets to the HKRS National Office.
Need help navigating MYLES?
You can find How To Videos and more information HERE.Steps for Creating a Coordinator MYLES Account
STEPS IN VIDEO FORM HERE
STEPS IN WRITTEN FORM:
1. You will receive an automated email from the system sent by your Program Manager which is only valid for 24 hours after being sent. This email will come from: Microsoft Invitations on behalf of Healthy Kids Running Series <invites@microsoft.com>, with the subject line: 'Healthy Kids Running Series invited you to access applications within their organization'.
2. Open this email, scroll to the bottom, click Accept Invitation.
3. A Microsoft screen will appear stating it has sent your email address a code. It will prompt you to enter this code.
4. Go back into your email account's inbox, open the verification email from Microsoft with the subject: Your Healthy Kids Running Series account verification code. Copy the eight-digit account verification code in the body of the email. Return to the Microsoft verification page and paste the eight-digit code. Click Next.
5. Enter your password and click Next.
6. Microsoft will now ask you to solve a puzzle, so they know you're not a robot. Solve the puzzle. Click Done.
7. Review Permissions, which allows you to sign into MYLES and use the name, email address and photo. Click Accept.
8. Your MYLES account is now setup and you can return to your mobile device or web browser, open MYLES and login using this account's email address and password.AUTHENTICATE
*If it asks you to authenticate the app > watch THIS how-to video regarding the authentication app and process.
Functionality for Community Coordinators
Results Management
Saving Community Coordinators from clunky and time-consuming excel sheets, MYLES makes it easy for CC’s to enter results, add walk-up runners, automatically calculate weekly and series points, and publish results to the HKRS website. It has the capability to break out divisions into smaller divisions or heats for races with a high number of participants. Additionally, it offers a participation point feature for Code of Conduct violations and weeks where a fun run may be offered. It has tie-breaker rules coded into it to make it quick and easy to determine the winner of a tie during Week 5. Results can be tweaked and published to the HKRS website over and over again should any corrections need to be made. Results typically take a couple of hours to pull to the HKRS website, as the HKRS website pulls in information every few hours. Please note that the publication of results is not immediate.
Service Desk
The MYLES’ ‘Need Help’ screen puts customer service at your fingertips. This feature enables CC’s to enter new service requests (questions, issues, requests, etc.) or 'tickets’, track progress and connect with HKRS for all series needs. This is how CC’s will submit series dates, ask questions, request insurance, close out the series, and much more! It is required that CC’s utilize Service Desk for all requests to allow HKRS to better track, manage, and identify common race issues to provide better customer service. Phone and video calls with a Program Manager are still welcomed!
Participant Management
MYLES pulls real-time registration data from RunSignup. This data sync enables CC’s to view registration numbers in real time, set registrant goals, view participants by division and gender, view t-shirt sizes, parent contact information, and more.
Interactive Checklists (Optional Feature)
Not sure what to do next? MYLES features interactive checklists to assist with Race Series preparation and execution. Your checklist syncs with your race series start date, to help you stay on track! Both new and retiring Coordinators will be assigned onboarding and exiting checklists. Check the boxes and knock it out of the park!
For a complete resource of ‘How To’ videos and to learn more about MYLES’ features, click here.
‘How To’ Video Index
Access MYLES through your web browser here: https://app.healthykidsrunningseries.org/ or download the app in your App Store/Google Play Store by searching “HKRS MYLES”.
Creating an Account, Download & Install MYLES to your Mobile Device, Login & Logout
-
Step 1: Create a MYLES account by accepting the email invitation (from your computer’s web browser) sent to your personal email
- Watch our How to Video, or if you’d prefer written instructions, click here. If you already have a Microsoft Account tied to your personal email, our system will recognize this and link your MYLES account to your current Microsoft Account as demonstrated in this video.
- Once created, go to Step 2.
-
Step 2: Download and Install the MYLES App on your mobile device.
- Visit your App Store (iPhone) or Google Play Store (Android).
- Search “HKRS MYLES”
- Click Download. Once installed, go to step 3.
- You can also access HKRS MYLES by going to a web browser and entering app.healthykidsrunningseries.org.
- Step 3: Open the MYLES app on your mobile device and login or go to app.healthykidsrunningseries.org on a web browser to
- Log in | How to Video
- Log Out | Video
Creating a MYLES Account
How To Create a MYLES Account | Video | Written Instructions
How To Use Microsoft Authenticator for MYLES | Video
Home Screen & Checklist
Adding Packet Pickup
How to Add Packet Pickup Information in MYLES | Video
Connecting to RunSignup
How to Connect MYLES to RunSignup (Needs Help Section) | Video
Accessing Service Desk
How to Access and Use Service Desk in MYLES | Video | Written Instructions
Results - Completing & Exporting Results
How To Record & Submit Race Results in MYLES | Video | Written Instructions
How To Utilize The Participation Point Feature in MYLES | Video
How To Download the Excel Sheet of Race Results in MYLES | Video
Results - Adding/Deleting Walk Up Runners
How To Add A Walk Up Registration into MYLES | Video
How to Delete a Manually Added Walk Up Runner in MYLES | Video
Results - Heats/Divisions
Breaking Down Heats and Divisions in MYLES | Video | Heat/Division Requirements
MYLES (Service Desk Tickets)
Overview:
This is a required ticketing system, in MYLES > Need Help, to be used by all Coordinators for needs related to the Series management. The purpose of this platform is for transparency, accountability, escalation, and root cause assessment of programming needs from the national perspective.
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Log into MYLES. Select, “Need Help” on the left-hand side and then click “Service Desk”
-
To create a ticket, click Service Catalog and then search for the specific ticket you would like to submit for. To view all of your tickets you can click ‘My Tickets’ to view the status and completion of them.
-
Click request for the specific ticket for the ticket you are trying to submit.
Make sure all fields are completely fill out before submitting your ticket.
To view your submitted tickets, click on My Tickets on the lefthand side.
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When the National Office replies to your ticket, you will receive an email to your email inbox. You can reply to any tickets via email and it will create a comment on the ticket for you.
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MYLES (Race Results)
Race Results are completed through MYLES. Once a Coordinator submits the Series weekly results, they are published to the main website results page. Keep in mind that it doesn’t reflect immediately on the HKRS website, it may take a few hours. The website pulls information a few times throughout the day. Don’t forget to check out the How To videos and sample screenshots below to learn how easy it is to use MYLES for race results now!
Race Results MYLES App How To Videos!
- MYLES as a Web App; Including Updated Heat & Division Functionality | Video
- Input Weekly Results for 50- and 75-yard dashes using points | Video
- Input Weekly Results for ¼, ½ and 1 Mile races using times | Video
- Add a walk-up Runner | Video
- Publish Weekly Race Results | Video
(Sample screenshots below)
How To Complete Results in MYLES
- Create additional divisions if necessary (for larger series only). Reach out to your Program Manager with questions if you are unsure about adding a new division.
- If you do need to break down a certain division, you will go to the current division and assign the appropriate runners to the newly created divisions:
- Once divisions have been finalized, you will go division by division to enter results. Starting with the Pre-K races you will find each runner and add in his and her respective results by awarding points 1 through 10 in the correct week’s slot and hit the save button. Remember that points are awarded as follows: 1st = 10 points, 2nd = 9 points, 3rd = 8 points, etc. If there is a tie you may award each runner the same number of points, but you should skip the next point value to consider the tie. Example: Two runners tie for 3rd place: The point values would like something like this: 10, 9, 8, 8, 6 (7 points is skipped because the runner in 4h place tied for 3rd).
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If you had a walk up runner register onsite, you can click “Add Runner” to enter in their information (name, event, gender, & results).
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Once you are finished with entering points click the “Refresh” button, and the system will automatically rank the runners by highest total points.
- Click over to the female tab and repeat.
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Moving on to timed results, you will enter in each participant’s recorded race time for the week and hit save. MYLES will automatically award points based on the time entered as well as factor in tie breaker rules when determining rank. Note: If you need to give a participant one single participation point (due to a violation of code of conduct) you can click on the participation point check box to override the system from grants points based on times.
- Add in any walk up runners along with their respective results (see Step 4).
- After all results have been added for the division and gender click “Refresh” to reorder the ranking shown based on the highest point total (see Step 5).
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After all results for every division have been entered in MYLES, click “Publish Race Results.” Please note that results are not published immediately to the website. They are set up to update with the website every couple of hours. If you need to make any changes to your published results, simply make your changes in MYLES and hit “Publish Race Results” again. This will replace your results on the website upon the next website update.
Social Media (Facebook)
Overview:
It has been proven time and time again that Facebook is one of the best ways to increase registration numbers. Once you complete the initial onboarding steps to become a Coordinator, the National Office creates the Series Facebook page. You are given access as Editor that will allow you to make posts, changes to the about section, schedule events, change the cover photo, and control the messenger.
Resources:
- Social media folder
- Social media images
- Facebook guidelines
Tips & Tricks:
Here are a few tips and tricks to get social media up and running:
What to post:
- Reposting content from the National Healthy Kids Running Series FB page, @HealthyKidsRunning.
- Content from parents
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Photos from race day (NO FULL NAMES)
- Parents sign a photo release when they register and sign the HKRS race waiver, so posting local race photos to the FB page is okay.
- Featuring runners (NO FULL NAMES)
- HKRS social media graphics
- Video clips from race day
- Promotional videos
- Reminders & announcements – Registration open, Packet pick-up, Race days, Results posted
- Any changes/announcements to the Series – Weather cancellations, Changes in time that could affect participants
- Holidays
- Countdowns until Race Day
- Healthy recipes and family-friendly activities
- Local and national sponsor content
- HKRS Blog
- HKRS Race Day
- HKRS Kids Corner
- Sponsor shoutouts
What not to post:
- Do NOT post full names of children - always keep the safety of the young runners in mind when posting.
- Anything that is not aligned with our mission, living an active healthy lifestyle
Avoid:
- Changing the profile picture – HKRS brand guidelines requires all Facebook pages to remain the same profile picture as the HKRS logo.
- Using graphics not provided by Healthy Kids Running Series
- Using poor quality photos and videos
- Using inappropriate language – keep it G-rated
- Sharing runners’ full names
- Posting content that is not relevant to Healthy Kids Running Series
How to post:
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Use the HKRS National Office to re-post content!
- Go to @HealthyKidsRunning on Facebook to find the Healthy Kids Running Series national page.
- Click “share” on the right corner of the post
- Click Share now (Friends) or Share to Feed or Share to a Page (select the local Series FB Page)
- Use the HKRS founding race - West Chester, PA @healthykidswcpa for additional content!
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Creating a post:
- Create a caption and select a relevant photo/video or HKRS social images.
- Add RSU registration link to each post
- Tag sponsors
- Add hashtags: #HKRS #Healthykidsrunningseries #getupandgo #HKRSSeriesName
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Scheduling posts in advance:
- Click to create a post on the page
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Click Schedule your post from Meta Business Suite.
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Click Create post in the top right corner
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Add photos/videos. Enter text in the text box. Select “Set date and time”
- Once Set date and time is selected > select the date and time you want the post to be posted to the FB page.
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Click schedule - all done!
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Best times to post:
- On average, the best times to post to Facebook are in the evening and mid-to-late afternoon.
- Try to post between 7AM-9AM, 12PM - 3PM and 6PM and 9PM
- The best days to post on Facebook for HKRS are Wednesday-Sundays.
Creating Facebook events:
- Once you are acting as the Series FB page (click the top right profile icon and “switch” into the Series FB page) > click Events
- +Create a new event
- Add a cover photo
- Event Name: HKRS “SERIES NAME (City, ST)” Race Day
- Start Date, Start Time: enter your first race date and start time
- +End Date and Time: enter the last race date and end tie (1 hour after start time)
- In person or virtual? In person.
- Add location of the Series as the facility’s address
- Who can see it? Public
- What are the details? A national, inclusive, fun youth running program led by dedicated, local Coordinators, where all kids celebrate their success and develop an active healthy lifestyle.
- Market your event: Fitness & Workouts
- Add co-hosts: @HealthyKidsRunning “Healthy Kids Running Series”
- Add tickets: copy and paste the Series RunSignup registration link
- *Repeat event: custom: select your 5 race dates; enter start day and end date; enter start and end race time
- Communication settings: show guest list - yes, only hosts can post in event - no, post must be approved by a host - yes, posts and comments detected as potential spam will be held for your review - yes.
Responding to engagement:
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Facebook messenger: Coordinators are responsible for managing the Series FB messenger for parent, sponsor, and volunteer inquiries.
- Set up automatic replies in messenger.
- Try to respond within 24 hours.
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Negative comment recommendations:
- Always respond with, “We appreciate your feedback.” or “We appreciate your feedback, please email us directly at SERIES EMAIL.”
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If it continues, feel free to ‘hide’ comments. This way the person that posted it can still see the post, however the public does not.
- Do not delete comments, this may cause more issues.
- If extreme, reach out to your Program Manager so the National Office can advise.
Want to do more?
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Update your cover image with a fun race day photo or HKRS social image.
- Create a custom cover photo
- Activate the Sign Up button if it hasn’t been already
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Go LIVE for races (mobile only)
- Allow camera access
- When ready, click “start live video”
- Share to your personal Facebook newsfeed
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Boost selected posts
- FB will give you the option to ‘boost’ a post for minimal cost. This will allow you to increase the posts ‘reach’ to get more engagement.
- Recommended: $3-5
- FB boosted posts are reimbursable as a Marketing Money Expense, up to $50.00. CONFIRM the Series has Marketing Money in your Filemaker and double check with your Program Manager before making the purchase.
Social Media (Instagram)
Overview:
HKRS National Office does not create Instagram pages. This is up to the Coordinator if they wish to use Instagram. HKRS Instagram's cannot be linked to the HKRS FB page.
If the Coordinator would like to create an Instagram for the local Series, they must follow the HKRS Instagram Guidelines and use the Series' email address to create the Instagram.
As soon as the Series Instagram account is created, it is required to log the account credentials in the Series Filemaker Dashboard.
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HKRS Series Email (IONOS)
HKRS National Office will create a HKRS email for each local Series. This email will be used to communicate with families, volunteers, sponsors, etc.
IONOS (@healthykidsrs.org)
INSTRUCTIONS ON HOW TO ACCESS YOUR WEBMAIL
- In your browser visit: https://mail.ionos.com/
- On the Webmail Login Page Enter:
- Email Address:
- Password:
- Click Blue Login Button
The Email is automatically setup to forward to your personal email – the email address provided to your Series Program Manager.
To learn more about downloading the platform and how to use Webmail: https://drive.google.com/open?id=1OIMngJnTw67pY6ZU2tQbUIPiC9Xc-iAM
FileMaker Dashboard
Overview:
This is a good 'hub' for the Series. Here you will see information regarding: your Coordinator info, race info, links to other platforms, packet pick up fields for you to enter packet pick up info, sponsors, supplies, marketing money, and more.
RunSignup
Overview:
RunSignup is our national registration database. HKRS National Office will create a local Series RunSignup page specifically for each local HKRS Series. All participant and volunteer registrations go through this platform. Please do not create a race on your own with RSU, the HKRS National Office will customize the website for you have secured your facility for the upcoming season and you have submitted your dates, time and location to your Program Manager.
Resources:
Create Your Account:
- To gain access, please create a RunSignup account using your personal email.
- To start this process, please visit www.runsignup.com.
- Click on the profile icon in the right corner. Click Create Account.
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Create your account on this page. Enter all information necessary. Click create account.
- Once you have created your account, share the email address you used with your PM. They will use this email address to connect you to the local Series RunSignup Dashboard once the registration is open.
How to view the RSU Series Dashboard:
If you are a new Coordinator - you will be added to the Series RunSignup Dashboard once registration is open. If you are a returning Coordinator, you can access your RunSignup Dashboard at any time.
1. Once you are connected by the National Office, go to RunSignup.com > click on the grey profile icon > click sign in.
2. Sign in by entering the credentials you created your RSU account with.
3. Once you're signed in, click on the grey profile icon again > click My Races.
4. The local Series you are coordinating will appear under 'Upcoming Races' if registration is open. If you are coordinating a returning program - it may appear under "Past Races".
Once you see the local Series appear, you can either click directly on the name of the race or click the drop down arrow on the right and select Go to Dashboard.
5. Now you are on the RSU Series Dashboard. The options you will be using the most will be Participants, Email Marketing V2, Promotion > Links (QR Codes), Volunteers, and Sponsors. If you click "View Website" in the right corner, this will take you to the main registration website where people go to register for the Series or register as a volunteer.
Registration website where families register:
How to View Participants:
- Video instructions
- On your RunSignup Dashboard, look at the toolbar on the left hand side, click Participants > View Participants.
- This will take you to the full registration list of everyone that has completed the registration process. *Coordinators are not permitted to share ANY participant information with third parties, this includes sponsors. Thank you!*
How to Download & Customize Participant List Report:
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How to Download Report:
- Video instructions
- Click on the ‘Participants’ which can be found on the left-hand side, then the ‘View Participants’ tab. You’ll then click on the blue ‘Export Option’ and then click on ‘Download Report as CSV’.
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How to Customize Report:
- Video instructions
- There are many different pieces of information you can find this way.
- The picture above shows the information you’ll receive in a basic report (name, event, email, tshirt, etc.).
- To customize the report > Click Report Options drop down menu > click Customize View > pick from all columns > now you can change what you see.
- For example:
- You can unclick what you do not want to see, or add things you do want to see. I want a report with the name, gender, event, age, and tshirt size. I am going to unclick race fee, race id, amount paid, registration date, and email address.
- When I update my report now this is what I see and I'm ready to download and print it:
- You can unclick what you do not want to see, or add things you do want to see. I want a report with the name, gender, event, age, and tshirt size. I am going to unclick race fee, race id, amount paid, registration date, and email address.
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Customize view - custom questions:
- During the HKRS registration process, families are required to fill out 'custom questions'. You can see their answers to these questions in Customize View > Pick From All Columns > scroll to the bottom.
- For example, you may want to know the participant's grade level so you can confirm they are in the right division.
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RunSignup Email - Email V2 Tool
- RunSignup is how you email current & past participants & volunteers.
- How to send a RSU email
Using the Text Alert Feature! This platform feature allows you to reach out to the families registered for weather updates and more! Families are invited to opt into this throughout the registration process so no need to invite them. This is also optional, don’t use this as your only source of communication! Be sure to send emails and post to FB for communication to families.
- Click on the ‘Race’ and then click ‘Notifications’. Then choose ‘Text Messaging’. (see below)
- Click the divisions/'events' that you would like to direct the message to (typically you will select all), enter your text in the Text Message box (160 character limit) and then click ‘Send Text Message’.
Packet Pick Up
The week before the first race, usually in partnership with your Race Bib Sponsor, you will host race packet pick-up for two hours 1-3 days out from the FIRST race date. The race packet pick-up is done for two reasons; first, it’s an opportunity for your runners to receive their race bibs, safety pins,, t-shirts (encourage them to wear to school), and sponsor goodies before the first day; and two, it’s a great opportunity for your bib sponsor to take advantage of the foot traffic created by the running series in their store. This event is a great bargaining chip for when approaching the sponsor!
*Coordinators are to log in the Packet Pick-Up information (date, time and address) into MYLES. (See Below)
To prepare, reference the Packet Pick Up Checklist. You will need the Race Day Check In App (this is separate from your MYLES app) and a back up printed participant list (download registrant list from RunSignup). Provide runners with their t-shirt, 5 race bibs (for full Series), safety pins, and any sponsor goodies. Answer any questions they may have about the program. The two-hour packet pick-up alleviates a lot of headaches on the first day and now your runners are prepared to show up with their shirt and bibs ready to run on week one.
*Encourage parents to fill out and pin the race bib numbers prior to arrival on race day! Coordinators are not expected to provide filled out bibs! No name, no results!
Packet Pick-Up Checklist
Things you may need at Packet Pick Up
Materials Needed:
- Race Day Check In App
- Printed list of Participants
- 2 or more folding tables recommended
- HKRS t-shirts
- Race bibs
- Safety pins
- Sponsor goodies/giveaways
- Box of pens
- Highlighters
- Series Flyer for registration and race info
- Clipboard
- HKRS Magnets (if applicable)
Checklist:
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Packet Pick Up Items to Full Series Registrants Include:
- (1) HKRS t-shirt
- (5) race bibs (one for each week, the actual race number on the bib does not matter)
- (4 or handful) of safety pins
- Any sponsor goodies/coupons/giveaways
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T-shirts
- T-shirts should have been received in the mail prior to Packet Pick Up, counted & sorted by size by the Community Coordinator
- T-shirt Set Up at Packet Pick Up:
- Easiest way is to either lay them out on your folding table(s) behind you by size or organize them in boxes/bins on the table(s) by size.
- This makes it easy for you to quickly retrieve the t-shirt and give it to the registrant with the rest of their pick up items.
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Download & Use the RSU Race Day Check In App
- Follow Race Day Check In App Instructions
- The Check In App makes it super easy to get the registrant’s t-shirt size on Packet Pick Up and Race Day
- The Race Day Check In App is SEPARATE from your MYLES app.
- Race Day Check In App is SOLELY used for getting t-shirt sizes for check in at Packet Pick Up and Race Day.
- The MYLES app is used for everything else for the Series (service desk, submitting results, etc.)
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Print List of Registrants
- Good to have as a back-up in addition to the RSU Race Day Check In App
- Go to RunSignup.com > Series Dashboard > Participants > Export Options > Download as CSV
- Open your downloaded excel sheet and SORT BY LAST NAME
- At Packet Pick Up and Race Day - Highlight the names of those you have provided the pick up items to so you know who has and has not received them
- Series Flyer
- This should have been created by the Coordinator via the HKRS Staples Portal.
- Have this out on the table in front of you for people to reference and register for the Series
- If people want to register on-site, the day of, they are welcome to. Just ask them to scan the QR code to submit payment for Full Series
- If anyone wants to sign up for a SINGLE RACE DAY, they can only do so on-site, the day of, by the Single Race Day QR Code provided to you by HKRS National Office
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Folding Table(s) - 2 or more tables recommended.
- Have table(s) in front with Series flyer, race bibs, safety pins, sponsor goodies, then table(s) behind you with t-shirts organized by size for easy retrieval.
- You may also want to contact the Packet Pick Up host to see if they have table(s) that you could use.
How it Works:
- Have the Race Day Check In App ready - be sure to sign into it before Packet Pick Upso you’re not rushing
- Follow Race Day Check In App Instructions
- When registrants show up, ask them for their last name.
- Search registrant’s last name in the Race Day Check In App
- You can also reference your printed registrant list and highlight them
- Confirm runner's t-shirt sizes with what you have listed
- Hand runners (1) HKRS T-shirt, (5) race bibs, (4/handful) of safety pins, and sponsor goodies
- Instruct families to come to race day with the bottom part of the race bib COMPLETELY FILLED OUT and race bib pinned to the front of the runner's shirt
- It is important to remind them not to tear-off the bottom portion of the race bib as you’ll need that on race day for results.
- Remind them to wear closed toe shoes and bring a water bottle!
- Thank them for being a part of the program! Bring friends, bring family, get excited!
Race Day Set Up
Race dates and start times are up to the HKRS Community Coordinator as long as they are within the seasonal timeframe provided by HKRS National Office. Races are ONLY held on the weekends, Sundays preferred. Typically, races are held on Sundays between 2:00 and 6:00PM. Please inform your Program Manager immediately once the dates and times are finalized via a permit or facility agreement for publication to the website and to get registration open.
*Please remind your families in the weekly announcements, on-site and via email that dogs (furry four-legged friends) are not permitted at HKRS races due to safety concerns.
The HKRS Community Coordinator should arrive 1.5 hours prior to the first race and volunteers at least 30 minutes ahead of race time. Upon arrival set up registration tables with the Series flyer, t-shirts, race bibs, safety pins, pens, sponsor giveaways, etc. This visually states you are now ‘open for business.’
Next, make sure each Starting Line(s) and Finish Line are clearly identifiable by spray paint, spray chalk and cones. Have your volunteers set up the Finish Line Chute. The goal of the chute is to ‘cattle herd’ all the runners into one single file line after crossing the Finish Line, so the volunteer at the end of the chute can tear off the bottom of the race bib and properly keep them in order on the book ring in the same order as they came across the finish line. You can also keep the torn race bibs in order in your hand and then fold in half and wrap a rubber band around them.
While the chute is being set up, lay out the training discs and cones where needed on the course. There should be one cone at each side of the Starting Line for each division. Depending on the layout of each race, cones may be needed to direct kids to run left or right. It is critical that the course is clearly marked, and no one gets lost or runs off course.Prior to the start the first race use the megaphone to address the crowd with your weekly announcements. HKRS will provide a speech template for Coordinators to use at this time. Welcome and thank the parents, kids and sponsors for all their support. Ask all the Pre-Kindergarten kids to circle up with their Group Leader to stretch, then the Kindergarten & 1st graders circle up with their Group Leader and so on. This immediately creates structure and order. Just before the first race goes off walk over to the Pre-K Group Leader and ask them to make their way to the 50 Yard Dash Starting Line. This stretching process should last between 5 and 10 minutes. Your first Pre-K race should begin no later than 15 minutes after your listed start time.
*Recommend stretches are found in the CC GOOGLE DRIVE.
While the kids are stretching with their Group Leaders make sure your Race Results volunteers (race bib tearer, timer, recorder) are ready to go at the Finish Line. Coordinate the reading off of times as each kid finishes the race with your timer and recorder. All races are timed except the 50 and 75 Yard Dash.
*Parents are not permitted to run with children or alongside the course unless there are special circumstances (i.e. special needs, legitimate medical reason). Please remind parents that they are to pick up their children OUTSIDE of the finish line chute after the race bibs have been torn. This is also a safety precaution. Also, please remind parents to arrive at least 10 minutes prior to race start time – if they miss their race it will not be run again. Points cannot be made up.Delete
Pre-Race Announcements
One the first day, it will seem a little chaotic. That’s okay! At the start of your Series (assigned start time), ask that parents and runners to gather around for a few announcements. Attempt to stand on a table, rock or something so everyone can see and hear you. Also, ask the kids in the front to sit-down, to help those in the back see and hear you, use your megaphone! Below is a sample of an opening day speech.
**PLEASE INSTRUCT PARENTS TO READ RACE DAY CODE OF CONDUCT PRIOR TO RACE DAY.**
“Hello Everyone!
Welcome to Healthy Kids Running Series (Series name here) _________. First and most importantly, I want to thank you for coming out and supporting Healthy Kids Running Series. This program was designed for children of all abilities and ages to run and live an active healthy lifestyle. It’s our hope that it’s a positive experience for everyone!
It’s most important that everyone does their best and stays positive! Runners, it is okay to walk! If you’re feeling short of breath, or need to walk for a few steps, that’s okay! We hope that throughout the Series you build up that endurance and your times begin to decrease. Parents, please remember this is NOT the Olympics and let’s keep things in perspective. We ask for positivity and encouragement for all runners today!
We would like to thank our Sponsors who have helped make this program possible. We ask that in return for their support, we support these local businesses. Thank you ,__________________________________, _________________________________, _________________________________, ________________________________________, etc.
*Make sure you include those sponsors who are in attendance!*
The Pre-K divisions will race first, followed by the K & 1st graders, followed by the 2nd & 3rd graders and finally the 4th - 8th grade one mile race.
Pre-K will be running the 50 and 75 Yard dashes first. They will start there (point to the start lines) and run to the finish there (point to finish line). Can I have all of the Pre-K runners follow over to the Pre-K start line to stretch. *Make sure your volunteer group leaders are close by with their Age Division Signs so they can hold them up high when you announce their names. Once you announce their names, point them out to the families and then have them lead their group toward an open area for stretching.*
Second, we’ll have the K & 1st Graders running the ¼ mile. They will start at those two cones (point to start line) and finish here (point to finish line and describe the course). Can I have all the Kindergarten and 1st Graders running the ¼ mile follow over to the ¼ mile start to stretch and get warmed up.
Third, we’ll have the 2nd & 3rd graders run the ½ mile. They will start there (point to cones/start line) and finish here (describe the course). Can I have all the 2nd and 3rd Graders follow over to the ½ mile start to stretch and get warmed up.
Lastly, we’ll run the one mile race. Please listen closely. One milers will start there (point to cones and describe course). They will run all the way to the finish there (point to finish). Can I have all of the 4th, 5th and 6th-8th graders follow to get warmed up and stretch.
We're just about to get started – THANK YOU!
Week 5 - Awards Ceremony & Parent Mile
Awards Week Prep Resources:
Awards Ceremony – Heading into the last race day of the Series, you want to be confident in doing race results on-site. Head out to the field to test how you are going to do results on-site before week 5.
You will be calculating all individual race results on-site to determine the overall male and female division winners, as well as second place, and third place if the Series hits the criteria to receive these additional trophies.
You'll go through the day normally, running each race. Volunteers will drape a medal over each runner once they have completed their race and exit through the finish line chute.
Once the last one mile race is complete on the final day of the Series, you will offer the Parent Mile. This is going to give you extra time to finalize the race results on-site.
Once results are entered into MYLES - MYLES will tell you your 1st place winners in each division. Use the Awards Sheet so you can write down the winners and easily read off their names.
Circle up the participants and families to announce and award the Healthy Kid Award, and trophies to the top 1st place finishers of each division as well as 2nd and 3rd place trophies, if applicable. Races with more than 100 runners will receive 2nd and 3rd place trophies. Any Series below 100 runners receive only 1st place.
Healthy Kid Award - We have a special award that Coordinators hand out during Awards Week! Healthy Kid Award Certificate and additional certificates.
*Please only award the Healthy Kid Award to one runner per season. Think of a runner you had this season who fully embodied the Healthy Kids mission, that had a positive attitude, persevered and worked hard throughout the Series (even if he or she is not the fastest) and has made an improvement throughout the season. The selected participant receives a certificate.
Parent Mile Race
The Parent Mile race takes place immediately following the runners’ one mile race the final week of the Series. All parents and guardians are eligible. You should start informing and encouraging the parents at the start of the season to take part in the race. We will send out a nationwide email to all of our online registrants highlighting this race as we get closer, but it can’t hurt to promote it yourself and get some excitement going within your parents! And be sure to remind them – it’s free to run or walk!
All parents must sign the parent mile waiver and show their confirmation email in order to run in the parent mile on awards week.
The Parent Mile Race can be a lighthearted way to end the Series – or– it can be a competitive race in which the parents are numbered, times are read aloud at the finish line. Again, you can let your volunteers availability and your parents’ enthusiasm dictate how the race unfolds. The only rule is that it remains FUN!
The Parent Mile Race is done for two specific reasons:
- It provides the Community Coordinator some extra time to finalize the overall standings within each race division and prepare to present the trophies. (Please come prepared to do race results and hand out your trophies on site!)
- It provides an opportunity for the children to cheer on the very people who have been encouraging them throughout the Series. Our HKRS races are composed of two groups of people: the competitors and their supporters. A true appreciation of this relationship is crucial to the success of this program. The Parent Mile is an important role-reversal exercise that has lasting positive effects for both the parents and kids going forward into future Series.
*The Parent Mile times are not recorded on the main website nor posted on Facebook pages. Just read them aloud as the parents cross the finish line. Please do not use HKRS youth participant medals for the Parent Mile Race. HKRS does not provide an award for winners of this race. However, if you have a sponsor willing to contribute something to the top male and female, great!
Code of Conduct
HEALTHY KIDS RUNNING SERIES CODE OF CONDUCT
The Healthy Kids Running Series Code of Conduct is developed in accordance with the HKRS mission, vision, and core values which can be found here. Adults are reminded that this is an event for children and should therefore set a good example for kids to follow.
Violations
All HKRS participants agree to abide by the HKRS values and live up to the HKRS mission at all times. Violations of those values will result in disciplinary action. Examples of violations include:
Unsportsmanlike Conduct:
Behaviors that qualify as unsportsmanlike conduct include but are not limited to:
● Pushing, shoving, kicking, or any unwanted physical contact
● Spitting, foul language, insults, bullying, or any verbal abuse
● Intentionally cutting the course, starting early, or any types of cheating
● Sore winners and sore losers, or disrespect for local Community Coordinators or official HKRS volunteers
● Any conduct deemed unsportsmanlike by the local Community Coordinator or official HKRS volunteers
Violators will be subject to disciplinary action.
Incorrect Divisions:
Children who run in an incorrect division are in violation of the Code of Conduct. It is the parent/guardian’s responsibility to ensure the child is running in the correct division. Children who run in an incorrect division will receive 1 participation point for that week’s race. This is the official warning for this violation.
Divisions based on age*:
● Pre-K 2/3 – 50 Yard Dash
● Pre-K 4/5 – 75 Yard Dash
Divisions based on grade level:
● K & 1st Grade – ¼ Mile**
● 2nd & 3rd Grade – ½ Mile
● 4th & 5th Grade – 1 Mile
● 6th – 8th Grade – 1 Mile
● High School – 2 Miles
*Age and grade level are based on the first race of the current season
**Children who are 5 and in kindergarten must run with the kindergarten division
Results Disputes:
HKRS is a fun and inclusive event for children. It is not an intense or official competitive running event. Results, order of finishers, times, and participation points are at the discretion of the local Community Coordinator and official HKRS volunteers who are doing their best to help the kids have fun. Disputes, arguments, and other overly competitive behavior are not in the spirit of the HKRS mission, vision, and core values and will not be tolerated. Yelling, arguing, harassment, or verbal abuse of any kind towards the local Community Coordinator or official HKRS volunteers is completely unacceptable, and the offender will be subject to disciplinary action. Trophy policies vary by season and Series. HKRS does not guarantee a trophy to any runner.
Safety Policies
Pacing / Adults On The Course:
Adults are not permitted on the race course, inside the finish line chute, or running alongside the race course during a race. Running alongside the race course is considered pacing and is a violation of the Code of Conduct. Except in the event of injury or emergency, NO adults other than the local Community Coordinator and official HKRS volunteers are permitted on the race course or inside the finish line chute. Violators may be subject to disciplinary action.
Animals:
For the well-being of all children, especially very young participants, HKRS does not permit pets, emotional support, or therapy animals at its events. Service Animals are permitted, but the nature of the disability and task to be performed by the animal should be communicated to the local Community Coordinator in advance.
Footwear:
All participants must wear proper footwear i.e., sneakers, tennis shoes, running shoes or other close-toed shoes. No cleats or spikes. No bare feet, flip flops, sandals, Crocs, boots, or other inappropriate footwear will be permitted on the course. Violators will be asked to change or will be unable to participate.
Disciplinary Action
In the event of a violation listed above, or any violations of the HKRS mission, vision, and core values (which can be found here) as determined by the local Community Coordinator or official HKRS Volunteer the following actions can be taken at the discretion of the local Community Coordinator.
● Official Warning
● Removal of some or all participation points
● Removal from the race (Regional Program Manager will be notified)
● Removal from the entire season (requires Regional Program Manager authorization)
● Permanent ban from all HKRS events (requires Regional Program Manager authorization)
Every effort will be taken to provide a warning first. In the event that the local Community Coordinator or official HKRS volunteer witnesses severe unsportsmanlike behavior that is clearly intentional, malicious and / or infringes on another runner’s safety, a warning will not be given and the offender will be removed from the race immediately. This decision can be made by the local Community Coordinator or the HKRS National Office.
Acknowledgement
By registering for a Healthy Kids Running Series event I confirm that I have read and understand the Code of Conduct and that I agree that all parties associated with this registration will abide by the HKRS mission, vision, and core values as well as this Code of Conduct. I also understand that any violations of these values will result in disciplinary action listed above, up to and including removal from Healthy Kids Running Series with no refund.
Updated: Nov. 13, 2023
DeleteTie-Breaker Criteria
This policy provides guidance for Community Coordinators in the event of a tie and serves as a reference for participants and parents. Adults concerned with the integrity of the race results are encouraged to volunteer to help assist in the finish line chute.
Single Race Ties
HKRS is a fun event for young children and as such does not use timing, chips, or photo/video finish technology. The Community Coordinator or one of their designated representatives or volunteers is responsible for monitoring the finish and judging the order of finishers with their naked eye.
Community Coordinators, volunteers, and representatives are making an honest effort to determine running placement and are doing their best.
In the event of a tie (runners’ chests cross the finish line at the same time) both runners will receive the same number of points for the week, consistent with the point scale published by HKRS. e.g. two runners tie for 3rd place, they each receive 8 points and the next runner to cross (5th place) receives 6 points.
Series Ties
The HKRS results app automatically totals points from each week to determine final placement at the end of the season. The following tie breaker criteria are coded into the HKRS results app and are not necessarily calculated by hand by the Community Coordinator. Disputing results is a violation of the HKRS Code of Conduct.
Ties are broken based on:
1. Greater number of races completed this season
a. Example: Runner A and B are tied for points for 3rd place at the end of the season. Runner A completed all 5 races while Runner B completed 4. Runner A would receive 3rd place, Runner B would receive 4th place.
If runners are still tied, move to criteria 2.
2. Greater number of higher placed finishes
a. Example: Runner C and D are tied for 3rd place with 35 points each and they both completed the same number of races. The tie is broken based on the greater number of higher placed finishes.
Runner C (35 points) Runner D (35 points)
3rd 4th
4th 5th
4th 3rd
5th 5th
3rd 4th
Runner C would receive 3rd place and Runner D would receive 4th place because Runner C had more higher place finishes than Runner D.
If runners are still tied, move to criteria 3.
3. Head-to-head placement on the final race day
a. Example: Runner E and F are tied for points for 2nd place. Both runners completed all five races, and each finished in 2nd place twice during the season as their highest place finish. The tie is broken based on their head-to-head placement in the last race. Runner E came in 2nd and Runner F came in 3rd in the last race, therefore Runner E would come in 2nd place for the overall Series.
b. If one of the tied runners does not participate in the final race, the participating runner will win the tie breaker.
If runners are still tied, move to criteria 4.
4. Head-to-head placement from the preceding week(s), as needed
a. In the above scenario if neither of the tied runners participated in the last race, results will defer to the week of either runner’s last result to break the tie.
Reminder: Tie breaker criteria are coded into the HKRS results app and are not necessarily calculated by hand by the Community Coordinator. Disputing results is a violation of the HKRS Code of Conduct.
Depending on the total number of runners, some HKRS programs may award 1st, 2nd and 3rd place trophies, some may only award 1st. This varies by location and division and can change from one season to the next. Some programs also only begin awarding trophies when runners reach the timed races (1/4 mile and up). Please contact your local Community Coordinator for the specific trophy policy in your town.
Updated: November 10, 2023
DeleteCancellation Policy
Guidelines In The Event of Inclement Weather
HKRS WILL run races in light rain or misty conditions. HKRS will make every effort to complete all five (5) weeks of a Race Series on the originally scheduled dates. Unless otherwise advised, participants should assume races are happening.
HKRS will NOT run races if:
● The facility is closed or unusable per the facility use guidelines/policies
● The course is covered in snow, under water, or deemed unsafe by the Community Coordinator
● Thunder and/or lightning is present
○ Community Coordinators will instruct families to return to their cars and remain there for 30 minutes from the most recent sound of thunder or lightning strike
○ Races will be delayed for up to, but no longer than, one hour total
● Other unsafe conditions exist (air quality, course construction, debris, etc.)
Notification
On the day of the race, the Community Coordinator will decide, no less than one hour prior to the race start time, if the race will run, be postponed, or canceled due to inclement weather. Communication of the decision will be sent by:
● Email to RunSignup registration database
● Text alert via RunSignup (Must opt in at the time of registration)
● Post to Facebook page Races are not to be canceled more than 24 hours prior to race start time unless mandated by a facility use policy, federal, state, or local government organization, emergency warning, state of emergency, or natural disaster/extreme weather.
The Community Coordinator will make the final decision to run, postpone, or cancel a race due to inclement weather.
Guidelines In The Event of Illness or Unforeseen Circumstances
HKRS will make every effort to complete all five (5) weeks of a Race Series on the originally scheduled dates. In the event of illness or unforeseen circumstances that prohibit the local Community Coordinator from being able to hold a race, it may be canceled or postponed. Communication of the decision will be sent in the same manner as a weather cancellation.
Guidelines for Rescheduled / Canceled Events
In the event that a race is unable to take place, every effort will be made to reschedule and/or use a rain date. This will be communicated to participants through RunSignup emails and Facebook posts. The goal for every Series is to complete five (5) weeks of running, but ultimately there are circumstances beyond the control of HKRS and safety is our top priority. If multiple races are canceled in a single season, or a Race Series is unable to secure a facility for a makeup date(s), a Race Series may not end up holding five (5) races in a season.
Refunds
Per the refund policy agreed to during the registration process, HKRS registration fees are nonrefundable and cannot be transferred to future seasons. HKRS does not issue full or partial refunds for single race cancellations. In the event that a severe weather event requires the cancellation of three (3) or more races (i.e. hurricane, tornado, or other natural disaster) HKRS will issue a partial refund. No refunds will be issued for single race cancellations, rain dates, postponed races, or make up fun runs.
Updated: November 10, 2023
DeleteFolders, Checklists, & Templates for Coordinators
*All online resources are located in your how to manual and Coordinator Google Drive.
Folders:
- Administrative
- Awards Week
- Financials
- Flyers (General)
- HKRS 101
- How To's & Videos
- Local Race Day Photos
- Marketing Money
- Media Outreach
- MYLES
- Packet Pick Up Resources
- Policies
- Race Day Resources
- Registration Assistance Resources
- Social Media
- Spanish Resources
- Sponsorship Resources
- Templates
- Volunteer Resources
- Yard Signs
- Awards Week Checklist
- Financial Close Out Checklist
- Packet Pick Up Checklist
- Race Day Checklist
- Series Set Up Checklist
- Supply Checklist
Templates:
- 1 week out email template
- Business cards
- Day before/Day of email templates
- Healthy Kid Award (given to one child per season per Series)
- HKRS letterhead
- Packet Pick Up email template
- Race bib template (for parents)
- Time recording sheet
- Weekly email announcements (in season)